City of Greensboro Public Record

Is the City addressing the real problems?

What's broken?

Slow response times.

Records denied and delayed arbitrarily and unlawfully.

Descriptions provided instead of records.

Misrepresentations made of records.

Requests closed before completion.

Management hostile towards transparency.

Slow response times

Average Response Time in Days
9 8 7 6

8.42

5.29

Days

5 4 3 2 1 0

2011 2012

Slow for media, slower for citizens.

Records Request Response Times 2012

Citizens Media City Goal

10

Days

Records denied or delayed arbitrarily and unlawfully

Mr. Holder, We are still in the process of compiling and reviewing all documentation and details associated with the Heritage House inspections and code violations follow-up. We will provide you with additional information

when our work is complete and we are satisfied that it is accurate.

- Jim Westmoreland, Deputy City Manager April 5, 2013

Records denied or delayed arbitrarily and unlawfully

Mr. Holder, Police department assistance was requested by the US Marshalls Office, in their attempt to locate a fugitive. We assisted them as we would any law enforcement agency requesting assistance. If you would like more

details than that, you will need to contact the US Marshalls Office here in Greensboro.
- Ken Miller, Chief of Police February 14, 2013

Records denied or delayed arbitrarily and unlawfully

In response to a records request, the City Attorney's Office would like to know how long it would take your department to gather video and audio recordings by an City surveillance camera, taken on July 23, 2012 from 11:30 am to 11:35 am. This request would be for all locations (fixed or mobile) that your department is responsible for. This does not mean to start

gathering recordings, we only want to ascertain the time and employee resources it would take to comply with this request.
- Jennifer Smith-Stuphin, entry to PIRT #1944 September 1, 2012

Descriptions provided instead of records

Descriptions provided instead of records

Misrepresentation of records
As represented:
Good evening, Here is the response that I received from the Police Chief and also from the Officer who supervises Lankford who provides our security for facilities:

The City hires Lankford to provide security to facilities, which includes monitoring City cameras in the video room. GPD cannot access these cameras from the cars and Police does not yet have a command center, so Lankford would be the Citys eyes/ears on the cameras.

- Mary Vigue, Assistant to the City Manager March 14, 2013

Misrepresentation of records
As actually written (edited portions in color):
The City hires Lankford to provide security to facilities, which includes monitoring City cameras in the video room. It is cheaper than hiring police officers for the same task and doesn't require the training or authority that police officers require. While I have not seen the document that the City sent to Roch, I suspect it reflects this monitoring activity, which is why he only sees security access. I am not aware that GPD can access these cameras from the cars and we do not yet have a command center, so Lankford would be our eyes/ears on the cameras.

I think a meeting with Roch may help him understand things a little better. We have no conspiracy going on anything, but the PIRT process is not a very good way to address his concerns on this or the DNA issue. I do not expect him to agree with our position on things, but it may help reduce the constant barrage of PIRTs from him.

- Ken Miller, Chief of Police March 2, 2013

Requests closed arbitrarily

Holder had received no records and no notification that his request had been closed. Only after a citizen brought the status of this request to his attention and he called to complain were records provided.

Recommendations for PIRT system

Make PIRT available online in real time. Record all activity in PIRT system including notes of oral conversations.

Make all records released available for public download on City's FTP server.
Note all instances of records withheld in PIRT with name of staff withholding the records and the reasons for withholding. PIRT closed only by requester.

PIRT already accessible by HTTP

Let customers close PIRTS

A modern ticketing system:

Let customers rate staff performance

A modern rating system:

Recommendations for records administrator

Someone with a degree in library and information sciences, not a PR background.

Autonomy to search electronic records independent of IT department. Give administrator autonomy to respond to requests independent of prior approval from City Manager, Legal or Police departments. Permit requester to go straight to city staff.

Establish an appeal process

Provide a formal process whereby responses deemed inadequate by requester may be appealed to a City Council-appointed committee or to Council itself.